Stacey Ross Email & Phone Number

Canada

Calgary, Alberta, Canada

Scheduling meetings, interviews, with the Mayor, Councilors, Boards, Committees, Event Centre, Anti Racism, ELT, OSL, Steering Committees.Support to the COO being first point of contact for e- mails to Councilors, Mayor’s office on his behalf, review of Council/Committee agendas, ELT agendas, materials, prepare and produce letters, memos, presentations, proofreading, editing, correspondence for COOs signature or approval, travel bookings, event coordinating, expense reports, approvals on his behalf, personal support as required, keeping him organized, prepared and reputableCoordinated in creating and implementing the new office on the back endCreation and implementing of recurring meetings, creating a variety of list and trackers, Professional Development training, modifying and improving daily/weekly communications Organize, track and follow-up on office workflows including agreements, contracts, forms, business cases, meetings and material for City Council, ELT, external parties, ensuring policy compliance and document accuracyEmpowered to manage software, hardware on behalf of the COO’s officeSupport record searches and gathering or responsive records to FOIP Partner with Facilities to ensure safety and maintenance is kept up to datePartner with IT to ensure office and employees are set up for successCreated and Implemented policies and procedures around the COO's style and trained two new staff membersCoordinate with additional Admin and various teams for operational support as requiredOffice Management

Calgary, Alberta, Canada

Coordinated arranging interviews, broadcasts, meetings with the MediaCoordinated to Director’s Office including calendar and email management including e- mails to Councilors, the Mayor, Mayor’s office on her behalf, Council/Committee agendas, travel bookings, signing documents, decision making on directors’ behalf, event coordinating, expense reports, personal support as required, prepare presentations, keeping her on track with her tight scheduleEmpowered to manage software, hardware, and distribution list requests in the department on behalf of the Directors office.Creating the new Business Unit on the back end including setting up the Director up for success with a variety of back end items to make for a smoother transition. Created a Director’s boardroom, Created and implemented weekly business unit meetings with management / leaders Supported the facilities move for 50 plus employees to accommodate the realignmentPartner with IT to ensure all boardroom technology works, all staff are taken care ofOversee the completion of admin duties assigned to Managers Admin as required

Calgary, Alberta, Canada

Created my role and created Standard Operating ProceduresCreated a naming convention and a system to keep files organized and efficient both hard and soft copiesBudget and maintain bank accountsAccounts Payable in QuickBooksAccounts Receivable in QuickBooksMonthly Auditing and reconciliation for books.Created and Implemented systems and procedures for Human Resources to efficiently work with employees. Including onboarding, terminating, interviewing, benefits administratorCreated multiple forms within the company for better efficiency in all departmentsCreate and run reports for timesheet and Payroll. Created a tracking system for efficiencyPersonally assisting the owner as requiredOffice Management

Calgary, Alberta, Canada

Provided overall administrative support for a team of 7 Executives and multiple employeesCreated multiple self-populating expense forms for multiple International locations to ensure more efficient and accuracy for the Accounting DepartmentCreated and distributed a secure document for each individual employee for safe distribution of Paystubs and bonuses, vacation trackingSupported the Executive team including; presentations, editing, correspondence and travel booking, expenses, event coordinating, joined client events with the executives, problem solving as requiredCoordinated onboarding including; working with I.T, ordering business cards, office and equipment set upAudited and maintained Confidential Org ChartOffice Management

Calgary, Alberta, Canada

Created Reception binder with detailed instructions to understand role including Policies and ProceduresCreated a self-populating, mail tracking system for accuracy and efficiencyCreated an electronic filing system and naming convention to ensure efficiency is maximized for electronic files and emailsCoordinated Travel, for the President and Vice PresidentManaging President’s calendar and booking meetings / appointments as required, expensesSupporting President as requiredUpdate and track field employee time sheetsOrganize and track gas receipts, mileage for fleet vehiclesUpdate the monthly company credit card expense report and code for accountingSupport Accounts Payable department with Invoicing, coding tracking

Calgary, Alberta, Canada

Provided overall administrative support for a team of 3 Executives, 32 Managers/Supervisors approximately 450 teams membersCreated electronic tracking tool for headcount budget to manage any overages in department enabling accurate and up to date information of all headcount allocation and distribution for 3 departmentsCreated an electronic filing system and naming convention enabling a paper free tracking system and a self-serve environment for employeesImproved and simplified existing electronic security access form resulting in reduced errors during onboarding or department changesProvided direct support to the Executive team including calendar and email management, correspondence and travel booking budgets and event coordinating.Coordinated a facilities move for 50 plus employees to accommodate the growth of the departmentsAudited and maintained hierarchy through online HRIS systemsAudited monthly reconciliation reports and organizational charts from HR to ensure G/L coding was reflected of correct budgetPartnered with Building Operations department to ensure safety and maintenance was kept up to dateEmpowered to manage software, hardware and distribution list requests in department on behalf of the Executive teamCoordinated with various department teams for operational support as needed

Calgary, Alberta, Canada

Administrative support for a team of 3 Executives and multiple employeesCreated multiple self-populating expense forms for multiple International locations for efficiencyCreated and implemented a secure document for each individual employee for safe distribution of Paystubs and bonuses, vacation trackingSupported Exec team including; presentations, editing, correspondence, travel booking, expenses, event coordinating, joined client events with the executives, Org ChartCoordinated and implemented new employee onboarding including Setting up the ITOffice Management